HomeMy WebLinkAboutPR 22884: FLOORING REPLACEMENT AT WATER UTILITIES ADMINISTRATION AND CUSTOMER SERVICE AREAS OF CITY HALL ANNEX !+r! rthu
INTEROFFICE MEMORANDUM
Date: November 9, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR No. 22884—Flooring Replacement at Water Utilities Administration and
Customer Service areas of City Hall Annex
Introduction:
The intent of this Agenda Item is to seek City Council's approval to replace the flooring at the
Water Utilities Administration and Customer Service areas of City Hall Annex. The flooring is
in need of replacement because the existing carpet has exceeded its life expectancy.
Water Administration staff solicited an informal bid for the flooring replacement. Carter& Co.
of Beaumont, Texas provided a Region 5 Co-op quote of $59,116.24 to demo glued down
carpet, install LVT, and remove and replace vinyl cove baseboards. The quote also includes
the movement of furniture. Funds are available in Account No. 410-40-200-5312-00-00-000,
Building Maintenance.
Background:
The flooring is in need of replacement because the existing carpet has exceeded its life
expectancy.
Budget Impact:
Carter & Co. of Beaumont, Texas provided a quote of$59,116.24 and funds are available in
Account No. 410-40-200-5312-00-00-000, Building Maintenance.
Recommendation:
It is recommended that City Council approve PR No. 22884, authorizing the City Manager to
replace the flooring the Water Utilities Administration and Customer Service areas of City
Hall Annex.
"Remember,we are here to serve the Citizens of Port Arthur"
PR No. 22884
11/9/22 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER INTO A CONTRACT WITH CARTER &
COMPANY OF BEAUMONT, TEXAS FOR THE
REPLACEMENT OF THE FLOORING AT THE WATER
UTILITIES ADMINISTRATION AND CUSTOMER
SERVICE AREAS OF THE CITY HALL ANNEX BUILDING
IN THE TOTAL NOT TO EXCEED AMOUNT OF$59,116.24.
FUNDING IS AVAILABLE IN ACCOUNT NO. 410-40-200-
5312-00-00-000,BUILDING MAINTENANCE.
WHEREAS,the flooring in the Water Utilities Administration and Customer Service areas
of City Hall Annex needs to be replaced because the existing carpet has exceeded its life
expectancy; and,
WHEREAS, Water Administration staff solicited an informal bid for the flooring
replacement; and,
WHEREAS, Carter & Company of Beaumont, Texas provided a Region 5 quote of
$59,116.24 to demo glued down carpet, install LVT, remove and replace vinyl cove baseboards;
and,
WHEREAS, pursuant to Chapter 271, Subchapter D, of the Texas Local Government
Code, a city, by resolution of its governing body, may participate in cooperative purchasing
programs established by the State Facilities Commission for the purchase of goods at prices
established through purchase contracts of the Commission; and,
WHEREAS,per Resolution No. 20-019,the City entered into an Interlocal Agreement for
cooperative purchasing with the Region 5 ESC Cooperative Purchasing Organization; and,
WHEREAS, Carter & Co. is a vendor on the Region 5 ESC Cooperative Purchasing
program and has provided a quote attached hereto as Exhibit"A".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR,
PR No. 22884
11/9/22 bw
Page 2 of 3
THAT, facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized to execute a contract with Carter &
Company of Beaumont, Texas for the replacement of the flooring at the Water Utilities
Administration and Customer Service Areas at the Annex Building, in substantially the same form.
attached as Exhibit"A"; and,
THAT, a copy of the caption of this resolution be spread upon the minutes of the City
Council.
READ, ADOPTED, AND APPROVED THIS day of
2022, at a Regular Meeting of the City Council of the City of Port Arthur, Texas. by the following
vote:
AYES: Mayor
Councilmembers:
NOES:
Thurman Bill Bartie
Mayor
ATTEST: APPROVED AS TO FORM:
Sherri Bellard Valecia Tizeno
City Secretary City Attorney
PR No. 22884
11/9/22 bw
Page 3 of 3
APPROVED: FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
`;') c ."\_ p
Ronald Burton Kandy Daniel
City Mana er Interim Finance Director
Calvin Matthews, P.E. Cli"�n Williams, CPPB
Water Utilities Director Purchasing Manager
EXHIBIT "A"
FLOORING REPLACEMENT
FOR WATER UTILITIES AREAS OF CITY HALL ANNEX BUILDING
THIS AGREEMENT, made this day of , 2022, by and
between the City of Port Arthur, a municipal corporation organized under the laws of the
State of Texas, hereinafter called "OWNER" or "CITY" and Carter & Company of
Beaumont, Texas hereinafter called "CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. This contract shall be for 3 months from the date stated on the Notice to Proceed. The
City can terminate this contract at its convenience which includes, but is not limited
to, funding not being available in any budget cycle with thirty (30) days written
notice.
2. The Contractor will perform work as stated in the Contract Documents.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies, tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4. The CONTRACTOR agrees to perform all the work described in the specifications
and contract documents and to comply with the terms therein for the following cost:
Replace Flooring for the Water Utilities Areas of City Hall Annex
Not To Exceed: $59,116.24
5. The term"Contract Documents"means and includes the following:
a. Agreement
b. Scope of Work
c. Bid/Quote
d. Notice of Award
e. Notice to Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
7. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed
by their duly authorized officials,this Agreement in(2 copies)each of which shall be
deemed an original on the date first above written.
Signed and agreed to on the day of , 2022.
OWNER:
ATTEST: CITY OF PORT ARTHUR
BY:
Sherri Bellard Ronald Burton
City Secretary City Manager
Signed and agreed to on the day of , 2022.
CONTRACTOR:
WITNESS: CARTER& COMPANY
BY:
Print Name:
Title:
CARTER&"COMPANY
Carter & Company
3740 W Lucas Dr. Beaumont, TX 77706
City of Port Arthur Secondary Contact:
444 4th St Brian Wallace, Project Coordinator
Port Arthur, TX 77640 Water Utilities
Rhonda Standberry, Utilities Office Manager 409-983-8180
409-983-8228 Brian.Wallace@portarthurtx.gov
Rhonda.Standberry@portarthurtx.gov
November 4, 2022
Scope Of Work Quote: (Region 5 Co-op Pricing)
Downstairs:
• Office off of lobby
• Storage closet
• Rochelle Mitchell
• Back corner office
• Kudifie Martin
• Meter Services
• Meter Services
• Regulatory Services
• Zechary Queen
• Right office
• Left office
• Office
1
• Office
Upstairs:
• Water Utilities Administration
• Artis office
• Front office
• Trahan office
• Calvins office
Scope Of Work:
• Demo glue down carpet
• Install LVT($5.99 per sq ft allowance)
• Remove and replace vinyl cove baseboards
• Furniture movement
Note: All work is priced using Region 5 Co-op Pricing.
Total: $59,116.24
Thank you for allowing us to bid on your project. In addition to the manufacturer's guarantee on the
products we offer, our workmanship carries a one-year warranty. Due to fluctuating material costs, this
bid is valid for 30 days. To view some of our other products and services please visit our web site at
www.carterandcompanytx.com.
Office: (409)899-5740 Email: Beau@carterandcompanytx.com
2